1. Describe the intended result

Start with the use: living, working, storage or receiving visitors. Then record known areas, the condition of the land or building and your preferred schedule. If several people make decisions, gather their priorities before the meeting. Our suggestion: keep this first note to one page so open questions remain visible.

2. Gather available documents

Include existing drawings, dated photographs and site access information. Do not fill a missing measurement with an estimate presented as certain. A list of missing documents is more useful than an apparently complete file. The staged RIBA approach highlights the value of defining the brief before developing the design.

3. Confirm the next step

At the end of the meeting, clarify what needs studying, who needs to contribute and which information the proposal depends on. Keep a written record of decisions and revisions. Before work begins, clarify included tasks and exclusions: words such as “finish” or “handover” can otherwise mean different things to different people.